Members & Contacts
The Members section contains two main areas; Members and Contacts.
What's the difference?
Members
Members are the subscribing Members of the Lodge. Only 'Active' Members are shown by default, but you can use the filter on the page to view all (eg. Deceased or Inactive Members).
Contacts
Contacts are the People or Organisations you want to keep a record of. Contacts could be regular visitors, Sister Lodges, Charities... or anyone else.
Adding Members & Contacts
Members (and Contacts) can be added from the Add Member and Add Contact buttons at the top of the page.
Each of these buttons opens a pop-up for you to enter their information;
For Members; add their First Name, Surname and Email (if you know it). Once added, you'll be directed to that Member's Record.
For Contacts; add their Name and Email (if you know it). Once added, you'll be directed to that Contact's Record.
This isn't split into First Name and Surname, as the contact could be a sister lodge, charity or other entity.
For bulk adding of Members or Contacts, see the Importer Tools.
Deleting Members & Contacts
Members (and Contacts) can be deleted from their individual records.
On the bottom of the record, click Delete on the Actions card, and confirm to delete.
Member Records
When you click on a Member on the Members page, you're taken to their individual record. Again, this is sub-divided into several categories;
The first page you're taken to. Here you can edit most of the Member's general information;
- Contact Details
- GDPR Justification (for the UK & EU) - why are you processing this person's data?
- Member Status
- General Notes
- Dietary Requirements
You can set a Member's 'Known As' name (eg. Richard, known as Bob). This will override the Member's name throughout the system for ease of use and for informal emails, but the real name will be used in formal contexts.
On Basic Info, you'll also see a preview of how the Member's name will be recorded throughout the system, eg. WBro. H Abiff MBE PProvSec
Please note, the Masonic Rank portion of this is controlled from the Member's Freemasonry tab.
Capturing a Member's Date of Birth serves a few useful purposes. Their age is displayed on their record, their Birthday (and upcoming age) will appear on your 90-day planner (ideal for sending good wishes) and you'll also be able to see a breakdown of your Lodge's Age Profile on the Reporting section.
The Freemasonry tab captures a Member's Masonic Career. You can record their Masonic Rank (used above).
Proposer & Seconder - you can record the names of a Member's Proposer & Seconder on this tab. The boxes are free-text fields (so you can type anything you like), but they offer a dropdown menu of all Lodge Member's names as suggestions.
It was designed this way to enable you to capture the Proposer & Seconder without necessarily having them created as Members (in the case of Resigned, Deceased or Historic Members).
Joining Type
Members can be set to Initiates, Joining Members or Re-Joining Members. Capturing this can provide an interesting metric on the Lodge's makeup on the Reporting section.
Masonic Career
You can also add details of the Member's Masonic Career by clicking Add a New Career Event and filling in the details in the pop-up that appears.
You can also View Full Career, which will show a chronological view of all Career items. This will become more useful when you've used the Planner function on Events to record Rituals and Role Performances.
This view would be particularly useful when writing a Eulogy.
This can be as simple as Initiated, Passed, Raised... or you can add as much detail as you like - Proposed, Balloted, Presented a GL Certificate, Became Treasurer... anything you like!
Again, this input field is free-text, but offers common suggestions based upon your Lodge Type.
Finally, you can capture notes around a Member's other Masonic Memberships (eg. member of St John's Chapter since 2010).
The Roles the Member has held and holds now (you can set these up in the Lodge section). Plus, any pieces of Ritual they know or are learning.
A place to store the Grand Lodge ID, Dues Level (these are setup in the Treasurer section) and view their Invoices (again, these are created in the Treasurer section).
Once you've added and confirmed Attendances or Performances from an Event, they can be reported on here. You can select a date range to save lots of time when it comes to Promotions; no more trawling through Minute books!
Contact Records
When you click on a Contact on the Contacts page, you're taken to their individual record. Here you can store their contact information, GDPR justification for holding thier details (if applicable), add notes etc. Some fields, such as Home Address and Business Address may be excessive for recording many Contacts, but these have been included for use on potential Candidates.
Contact Tags From the Contact record, you can assign Tags to help quickly identify groups. You can sort by these Tags, and you'll see them listed on the main Contacts page. For example, you could tag 'Widows' or 'Sister Lodges' so you can quickly find a list of those Contacts. To create new tags, or delete old ones, click 'Manage Tags' on any Contact record.
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